Form submission handling

Use Ivanti Neurons bots to automate handling data submitted through forms. When you create and enable a bot to handle form data, it runs for every new submission of the form. Each bot can only be associated with one form. The bot can send the form data in an email to a list of people or write it to Azure Blob Storage using the credentials you provide.

This page presents information and some use cases specific to Ivanti Velocity Forms. Bots can be customized to do a variety of actions. For more information about Neurons bots, see the Neurons Bots homepage. Generally speaking, you can use any of the stages that appear during bot creation. However, there are some logical constraints. For example:

•Stages that use the Device Inventory or People Inventory don't apply to Velocity Forms data.

•The MS Teams stages are limited to people to who have MS Teams integration set up.

You must have a form created before you can create a bot to associate with it.

When you use a bot to email form submissions, the bot processes each submission as it is received. The text data is included in the body of the email, which is customizable. If the submission includes images, the images can be added as attachments.

To create a bot that emails form submissions

1.In the menu, navigate to Neurons Bots.

2.Select Create bot.

3.In the Select a trigger area, click Supply Chain Forms.

4.Provide a name for the bot.

5.Click Create. The Neurons bots editor page appears.

6.In the middle of the editor is a box representing the trigger labeled Supply Chain Forms. Click on the box to see the settings for the trigger on the right side of the screen. To configure the trigger: 

  1. Click the Trigger status toggle to change the trigger state to Active. 

  2. When the trigger is active, the Supply Chain Forms dropdown appears. Choose the form that you want to trigger the bot.

  3. When the form is selected, the Variables dropdown appears. Choose the components of the form that you want to include in the email.

7.Under the name of the bot is a list of stages. Expand the Action category and find the stage named Send Email with Attachment. Drag the stage onto the editor.

8.Select the trigger stage again. Arrows appear to the right of the stage. Click on the arrows and drag them to connect the trigger to the Send Email with Attachment stage.

9.Select the Send Email with Attachment stage to configure its options: 

  1. We strongly recommend using the default sender address to prevent the email getting blocked.

  2. Provide the email addresses of the recipients in the To field.

  3. Provide a subject line for the email. If you want to include a variable in the subject line, push CTRL+Space to insert a variable.

  4. Click Edit email body to configure the email body. When you are prompted Do you want to add stage result values to the email?, click Yes.

  5. Select the components that you want to include and click Generate.

  6. Edit the email body if desired, then click Apply and close.

  7. If there are images included in the form data and you want to attach them to the email, click Add an attachment and select the image components from the dropdown list.

10.Click Save and publish.

The next time a submission for that form is received, the bot will be triggered and send the email.

In order to write form submissions to Azure Blob Storage, you must provide Ivanti Neurons with the connection string for the storage account. Since the connection string gives access to the entire storage account, we recommend using a dedicated storage account for Ivanti Neurons access. Find the connection string in the Azure portal by navigating to Security + networking > Access keys in the storage account's settings. For more information about connection strings, see the Microsoft article Configure Azure Storage connection strings. The storage account should have key access enabled and allow public network access.

The bot processes each submission as it is received. When you configure the bot, you choose the container where the data is stored and create a name for the blob. The text data is written in a JSON file, and if there are images associated with the submission, those are stored in the same directory. Each blob should have a unique name, but if the name already exists, use the option in the bot stage to determine what happens with the data.

To set up the Azure Blob Storage credentials

1.In the Ivanti Neurons menu, navigate to Admin > Credentials.

2.Click Add credentials.

3.Select Azure Blob Storage from the dropdown list and click Next.

4.Provide a name for the credential and a description if desired.

5.Provide the Azure Blob Storage connection string for the Azure storage account. Find the connection string in the Azure portal by navigating to Security + networking > Access keys in your storage account's settings.

6.Click Submit.

To create the bot that sends form submissions to Azure Blob Storage

1.In the menu, navigate to Neurons Bots.

2.Select Create bot.

3.In the Select a trigger area, click Supply Chain Forms.

4.Provide a name for the bot.

5.Click Create. The Neurons bots editor page appears.

6.In the middle of the editor is a box representing the trigger labeled Supply Chain Forms. Click on the box to see the settings for the trigger on the right side of the screen. To configure the trigger: 

  1. Click the Trigger status toggle to change the trigger state to Active. 

  2. When the trigger is active, the Supply Chain Forms dropdown appears. Choose the form that you want to trigger the bot.

  3. When the form is selected, the Variables dropdown appears. Choose the components of the form that you want to include in the email.

7.Under the name of the bot is a list of stages. Expand the Common category and find the stage named Azure Blob Storage Upload. Drag the stage onto the editor.

8.Select the trigger stage again. Arrows appear to the right of the stage. Click on the arrows and drag them to connect the trigger to the Azure Blob Storage Upload stage.

9.Select the Azure Blob Storage Upload stage to configure its options: 

  1. In the Select credential dropdown, select the name of the Azure Blob Storage credentials that you added.

  2. When the credentials are selected, the Container name dropdown appears. Choose the name of the container where you want the submission information to be written, or create a new container.

  3. When the Container name is selected, the Blob name field appears. Use CTRL+Space to insert variables for naming the blob.

  4. Select what you want to happen if a blob name already exists when the bot tries to write to it. You can overwrite the existing data, cancel the bot action, or create a unique name for the new blob.

  5. Click Edit body to configure the information in the JSON file. When you are prompted Do you want to add stage result values to the Json?, click Yes.

  6. Select the components that you want to include and click Generate.

  7. Edit the JSON text if desired, then click Apply and close.

  8. If there are images included in the form data and you want to write them to Azure Blob Storage, select the image components from the dropdown list.

10.Click Save and publish.

The next time a submission for that form is received, the bot will be triggered and write the data to Azure Blob Storage.